car impoundment & checkpoint toolkit: section 8

8/4/2019 Car Impoundment & Checkpoint Toolkit: Section 8

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Office of Traffic Safety(OTS)Grant Guidelines, Instructional Powerpoint, and Application from LAPD


2/44

OTS-45 (Rev. 1/11) 1

OFFICE OF TRAFFIC SAFETY

GRANT APPLICATION GUIDELINES

PROGRAM BACKGROUND

OTS distributes federal funding apportioned to California under the National Highway Safety Act and

the Safe, Accountable and Flexible Efficiency Transportation Equity Act - A Legacy for Users

(SAFETEA-LU). Grants are used to mitigate traffic safety program deficiencies, expand ongoing

activity, or develop a new program. Grant funding cannot replace existing program expenditures, norcan traffic safety funds be used for program maintenance, research, rehabilitation, or construction.

PRIORITY AREAS

OTS grants address traffic safety priority areas that are shown below:

Alcohol and Other Drugs (AL) - OTS gives priority-funding consideration to local law enforcementagencies submitting applications under Grants Made Easy (GME). Funding is available for

sobriety checkpoints, saturation patrols, and innovative strategies targeting multiple DUI offenders

who violate probation or fail to appear in court. Funding for enforcement and education programs mayinclude overtime, contractual services, full time personnel, allowable operating costs and equipment

such as Evidential Portable Alcohol System devices and DUI checkpoint trailers. OTS also funds

requests for Report Drunk Driver- Call 911 roadway signs.

Police Traffic Services (PT) - OTS gives priority-funding consideration to local law enforcementagencies submitting applications under Grants Made Easy (GME). Funding is availablefor

programs targeting drivers with suspended and/or revoked licenses resulting from DUI, seat belt andred light running enforcement and other primary collision factor violations. Items eligible for funding

include full time personnel and overtime, as well as specialized equipment such as motorcycles, visible

display radar trailers, and speed measuring devices.

Emergency Medical Services (EM) - OTS gives priority funding consideration to regional EMSapplications submitted underGrants Made Easy (GME). Applications should include a

comprehensive local needs assessment of equipment for multiple agencies. Single EMS agencyfunding requests are discouraged. OTS provides funding for the purchase of ambulances, rescue

vehicles, extrication equipment, and miscellaneous medical equipment and supplies.

Traffic Records/Roadway Safety(TR)- OTS gives priority funding consideration to countywide

Traffic Records applications submitted underGrants Made Easy( GME). Traffic Records GME

grants provide funding for GIS Based Collision Record Systems that enable public works (city andcounty) and police departments to track, identify, analyze, and display collision and citation data in a

geographic information system format.

OTS also gives priority funding consideration to regional or countywide applicationsrequesting

funding for traffic control devices such as vehicle speed feedback signs, flashing beacons at school

crosswalks, in-roadway warning lights at crosswalks, and countdown pedestrian signals that may onlybe placed off the federal aid system. To determine if a location is off the federal aid system, use

the California Road Systems (CRS) maps at the following Caltrans link:http://www.dot.ca.gov/hq/tsip/hseb/crs_maps/. Regional or county agencies submitting applications

for traffic control devices should conduct a comprehensive local needs and problem identification

assessment of city and county roadways. Funding for construction or installation costs is unallowable.


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OTS-45 (Rev. 1/11) 2

Occupant Protection(OP) - Includes funding for programs designed to increase seat belt use throughthe promotion of innovative public awareness and education strategies. OTS supports funding for

enforcement of seat belt violations and the purchase ofClick It or Ticket roadway signs. OTS alsowill fund a limited number of child safety seat programs. Applications should address education,

training, enforcement, public information, and may include personnel, educational materials, and child

restraint devices.

Pedestrian and Bicycle Safety (PS) - Includes programs to increase safety awareness and skills

among pedestrians and bicyclists. Applications may encompass activities such as safety programs,

education, enforcement, traffic safety and bicycle rodeos, safety helmet distribution, and courtdiversion programs for safety helmet violators.

QUALIFIED AGENCIES

California Vehicle Code Sections 2908 and 2909 provide for the apportionment of federal highway

safety funds through OTS to state and local governmental agencies. In accordance with these statutes,

OTS is unable to directly fund community-based organizations (CBOs). State or local agencies canapply for OTS grant funding and in turn subgrant to non-profit agencies including CBOs. These state

or local agencies are referred to as host agencies. OTS will not evaluate applications received

directly from non-governmental agencies.

HOW TO APPLY

Applying for an OTS grant begins with submission of an application using the eGrants system.eGrants is the Office of Traffic Safetys web accessible grants management system that facilitates all

aspects of the grant process from application through reporting, claim reimbursement and close-out.

The e-Grants system workflow is driven by the creation and completion of Tasks. For example, the

first Task will be to Complete Grant Application.

Agency Authorization

Before you can submit your application to OTS, the e-Grants system will require your application to be

approved by a representative of your agency authorized to commit your agency to conduct the grantshould your application be approved for funding.

OTS grant funding is based on the federal fiscal year calendar, which begins on October 1 and ends onSeptember 30. Most OTS grants are for a one -year period.

Upon selection, OTS staff will guide your agency in the development of a grant agreement using the e-Grants system. Development of the agreement will begin in June; however, grants do not become

effective untilOctober 1 and the fully executed grant agreement is in place. It is incumbent upon the

agency to complete the grant development process timely to ensure the October 1 beginning date.

Upon notification from OTS that your application has been selected, it is imperative for an agency toresearch the procurement process of grant funded items (i.e. recruitment of personnel, confirming

vendors, acquire bids, equipment, estimates, etc.) if your new grant contains full or part time personnel(not overtime), equipment and other direct costs items. However, do not incur costs prior to October

1.


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OTS-45 (Rev. 1/11) 3

RESOURCES

Refer to Grants Made Easy Applications vs. General Applications for information that will help you

determine the type of grant application that will address your needs. This link will also allow you toaccess PDF documents that show what each GME template consists of.

OTS Collision Rankings for large and medium population jurisdictions are available on the OTSwebsite. OTS uses data from the Statewide Integrated Traffic Records System (SWITRS), maintained

by the California Highway Patrol, along with data from Caltrans and the Department of Justice to

develop collision rates for California cities and counties. The rates are calculated for population andvehicle miles of traveled. Cities within population groupings are ranked according to various traffic

safety problems. Instructions for interpreting the collision rankings are included on the website at

http://www.ots.ca.gov/Media_and_Research/Rankings/default.asp. Applicant agencies shouldconsult the OTS Collision Rankings as part of their problem identification process.

APPLICATION COMPONENTS

Problem Statement:

The Problem Statement identifies the traffic safety related problem or deficiency that the proposed

grant is intended to correct. The Problem Statements are uploaded to the eGrants system along with

the Method of Procedure. Applicants will need to gather appropriate data relevant to the traffic safetyproblem. In addition to some data gathered by OTS, the data provided in the application will be used

to evaluate and rank your submission against those submitted from other agencies.

Collision data appropriate to the identified problem and a brief analysis of the data is required.

When available, three years of data should be presented and analyzed. When identifying the problem,take into consideration changes in population, traffic patterns, and other demographic dynamics that

may affect traffic safety.

If appropriate, data collection may include conducting surveys to establish pre-grant baseline

information. For example, you may need to conduct local surveys and contrast local seat belt and childsafety seat use rates to statewide rates; or conduct and report the findings from a local bicycle helmet

use survey for riders between 5 to 18 years old. If accepted for funding, surveys will be required in the

grant agreement. Seat belt, child safety seat, and bicycle helmet survey guidelines are available on the

OTS website.

For regional EMS applications, the problem statement must include the number of traffic collisionresponses, extrications, age of equipment, response times, and size of response areas.

Goals and Objectives:

Goals serve as the foundation upon which the grant is built. Goal(s) are what you hope to accomplish

by implementing a traffic safety grant and represent an end result. Goal statements begin with the

word to followed by an action verb. For example:


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OTS-45 (Rev. 1/11) 4

1. To reduce the number of persons killed in traffic collisions.2. To reduce the number of persons injured in traffic collisions.3. To reduce the number of persons killed in alcohol-involved collisions.4. To reduce the number of persons injured in alcohol-involved collisions.Objectives are activities conducted in order to accomplish the grant goal(s). Grant objectives should

be stated in measurable terms, be concise and deal with a specific item, be realistic with a reasonableprobability of achievement. All Objectives also begin with the word to followed by an action verb,

for example:

1. To conduct 4 DUI/DL Checkpoints.2. To conduct 8 DUI Saturation Patrols.3. To increase total department-wide DUI arrests by 10% from 549.4. To conduct 16 special enforcement operations targeting red light running.5. To increase total department-wide seat belt citations as a percent of total hazardous or moving

citations issued 5 percentage points from the Federal Fiscal Year base rate of 20%.

6. To increase the police departments enforcement index 5 percentage points from the Federal FiscalBase Year index of 50.

7. To conduct 2 Real DUI Trials in 2 high schools.8. To conduct 2 RealityCheck student press conferences involving high school journalism students .

Budget:

When preparing the Budget, care should be taken to develop an accurate estimate of costs. Grant costsmust be reasonable and proportional to the stated problem.

Obtain appropriate estimates from vendors, and include tax, delivery, shipping, and set-up costs.Attempt to anticipate increases in costs that may occur between the time the grant is proposed and the

grant start date. It is strongly recommended that you request assistance from your financial office to

estimate accurate program costs. An inaccurate budget estimate could result in insufficient grant

funds. Allowable costs are discussed in the Grant Program Manual, Chapter 2. This publication isavailable on the OTS website.

The eGrants system will require your budget to be approved by a fiscal representative of your agency

before the application can be submitted to OTS.

FUNDING CRITERIA

The following represent highlights of the Office of Traffic Safetys (OTS) funding criteria for trafficsafety grants. For additional information regarding allowable costs, consult the Grant ProgramManual, Chapter 2and NHTSAs Grant Funding Policy.


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OTS-45 (Rev. 1/11) 5

Facilities

The cost of land is not allowable.

Costs are not allowable for construction, rehabilitation, remodeling, or for office furnishingsand fixtures.

Equipment

Not Allowed

Police patrol vehicles

Large-scale computers

Traffic Signal Preemption Systems

Signs or Devices on the Federal Aid System

Thermal Imaging Equipment

Sign Reflectometers

Protective Water Rescue Equipment

Allowable Costs

Refer to Grant Program Manual, Chapter 2 and NHTSAs Grant Funding Policy.

Costs for the following items are allowable, subject to compliance with applicable federal and statestandards and specifications adopted by the state through legislation or by the actions of an

appropriate state agency or commission:

Alcohol testing devices, includes Evidential Portable Alcohol Systems

Police traffic radar, laser units, and other speed measuring devices used by the police

Ambulances [Minimum requirements for ambulances purchased with 402 funds include: (1)meeting federal specification for ambulances, KKK-A-1822C; (2) being equipped inaccordance with the essential equipment list, recommended by the American College of

Surgeons; (3) contains space for two litter patients and 60-inch headroom for EMTs; (4) be

manned by two basic level EMTs; and (5) have exterior vehicle lighting sufficient foridentification as an ambulance.]

Costs of ambulance and first responder (rescue) vehicles and associated equipment; up to 25percent of the total purchase cost. This funding restriction also includes communications andmedical equipment.

Signs or Devices off the Federal Aid System.

Child restraint devices (only if they are in compliance with National Highway Traffic SafetyAdministration [NHTSA] performance standard FMVSS #213)

Safety helmets (must meet ANSI 90.4 bicycle standard or the Snell Memorial Foundation

standard for protective headgear for use in bicycling)


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OTS-45 (Rev. 1/11) 6

Public Communications and Education - The design and printing of billboards, bus posters,cards, and other public information materials are allowable. The printing and/or purchase of

education materials (e.g., brochures, pamphlets, etc.) are allowable.

LETTERS OF SUPPORT

Local Benefit Applications

Astate department that submits an application for a grant that is not a statewide effort and focuses on

specific locations in the state is considered for local benefit. Evidence of consent and acceptance of

the work, goods, or services provided by the state on behalf of a local government must be submitted

to OTS. Examples of documents that constitute consent and acceptance are:

A signed letter from the city or county, on city or county letterhead, which specifically identifies

the grant and affirms either that the city or county has had an active voice in the initiation,

development, and implementation of the particular grant; that the city or county has requested thebenefits of the program as part of the local governments highway safety program; or the city orcounty consents to the grant and accepts the work, goods, or services provided through the grant.

A grant that has subgrants to local entities through the Request for Proposal (RFP) process, a copyof the local agency response to the RFP, signed by a representative of the city or county, includingtheir planned activities and Budget Estimate. The RFP should include language that states a

response to the RFP constitutes consent to the grant and acceptance of the work, goods, or services

provided through the grant.

A signed copy of the agreement/contract between your agency and the subgrantee which includes,as an element of the contract, a statement affirming either that the city or county has had an active

voice in the initiation, development, and implementation of the particular grant; that the city orcounty requested the benefits of the program as part of the local government's highway safety

program; or the city or county consents to the grant and accepts the work, goods, or services

provided through the grant.

A resolution from the city council or county board of supervisors which expresses support for thegrant.

If the local consent and acceptance documentation cannot be provided at the time of submission ofan application, acknowledgement of the requirement to provide such documentation must beincluded. This acknowledgement may be provided as an upload in place of the letters of support.

Multi Agency Applications

A local agency that submits an application for a grant that includes the involvement of other agencies

within their community will be required to submit letters of support from those agencies. Programexamples are: An AvoidDUI Campaign application that includes the cooperation of multiple

enforcement agencies; or a grant from a Health Department that wants to conduct educational effortswithin the school system. Some of these grants may require contractual agreements or Memorandum

of Agreement or Understanding to implement once the agreement is signed, while others may onlyrequire a support letter.

Letters of support must be scanned and uploaded with the application via the eGrants system.


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INTRADEPARTMENTAL CORRESPONDENCE

November 18, 20101.17

TO: The Honorable Board of Police Commissioners

FROM: Chief of Police

SUBJECT: TRANSMITTAL OF THE 2010-2011 SOBRIETY CHECKPOINT MINI-GRANTPROGRAM APPLICATION FROM THE CALIFORNIA OFFICE OF TRAFFIC

SAFETY

RECOMMENDED ACTIONS

1. That the Board of Police Commissioners (Board) TRANSMIT the attached grant applicationfor the 2010-2011 Sobriety Checkpoint Mini-Grant Program, pursuant to Administrative CodeSection 14.6(a), to the Offices of the Mayor, the City Administrative Officer, and the ChiefLegislative Analyst, and to the City Clerk for committee and City Council consideration.

2. That the Board REVIEW and APPROVE this report.

3. That the Board REQUEST the Mayor and City Council to:

A. AUTHORIZE the Chief of Police or designee to ACCEPT the award of the 2010-2011Sobriety Checkpoint Mini-Grant Program from the Office of Traffic Safety (OTS) in theamount of $504,000, for the period of October 1, 2010, through September 6,2011:

B. AUTHORIZE the Chief of Police or designee to execute the Grant Agreement on behalf ofthe City and submit the necessary documents relative to the grant award, subject to the

approval of the City Attorney as to form and legality;

C. AUTHORIZE the Chief of Police to reapply for California Office of Traffic Safety (OTS)

grants, on behalf of the City as they become available;

D. AUTHORIZE the Los Angeles Police Department (LAPD) to expend $504,000 ofSobriety Checkpoint Mini-Grant funds in accordance with the Grant Agreement;

E. AUTHORIZE the Controller to set up a grant receivable in the amount of $504,000 andestablish an appropriation account, account number to be determined, within Fund 339,Department 70, for the disbursement of Sobriety Checkpoint Grant funds;

BPC #10-0458


9/44

The Honorable Board of Police CommissionersPage 21.17

F. AUTHORIZE the Controller to increase appropriations as needed from 2010-2011Sobriety Checkpoint Mini-Grant Program, Fund No. 339, appropriation account number tobe determined, Department No. 70, to Fund No. 100, Department No. 70, account numbersand amounts as follows:

Account No. 1092, Overtime Sworn, $327,600Account No. 1090, Overtime Civilian, $8,400;

G. AUTHORIZE the LAPD to submit grant reimbursement requests to the grantor anddeposit grant receipts into Fund No. 339, Department No. 70; and

H. AUTHORIZE the LAPD to prepare Controller instructions for any technical adjustments,subject to the approval of the City Administrative Officer, and AUTHORIZE andINSTRUCT the Controller to implement the instructions.

DISCUSSION

In 2009, over 1,000 people were either killed or injured in Driving Under the Influence (DUI)traffic collisions within the City. The Sobriety Checkpoint Program will use overtime to deploy

officers and civilians at 42 sobriety checkpoints from October 1, 2010, through September 6,2011. The goal of the checkpoints is to reduce the number of victims killed and injured in DUItraffic collisions.

Additionally, the checkpoints will serve as a combination DUI/driver license checkpoint that willinclude 30-day vehicle impounds. A Department of Motor Vehicle study concluded drivers with

a suspended or revoked license had a criminal record 33 percent of the time and of those drivers,85 percent used their automobile in the commission of a crime. Drivers with a suspended orrevoked license were involved in four times more fatal collisions and six times more injurycollisions as licensed drivers. Furthermore, these drivers experienced 11 times more DUIconvictions as licensed drivers.

In 2009, the Department was a recipient of a $616,591.20 Sobriety Checkpoint Mini-Grant.During the grant period, the Department conducted 45 sobriety checkpoints that resulted in 262DUI arrests and 1,193 vehicles were impounded.

The OTS classifies the Sobriety Checkpoint Programs as "mini-grants" because they are grantsdirected towards a specific issue (i.e. sobriety checkpoints) as opposed to a typical grant whereinthe grantee decides how the funds should be used. The Sobriety Checkpoint Program Grant

Agreement uses a standard format (with the exception of statistical data) used by all lawenforcement agencies. The Sobriety Checkpoint Program requires zero matching funds from theDepartment except for the compensation of officers who are subpoenaed for court oradministrative hearings resulting from arrests made during the checkpoints.


10/44

The Honorable Board of Police CommissionersPage 31.17

If you have any questions regarding this matter, please contact Police AdministratorMaggie Goodrich, Commanding Officer, Information Technology Bureau, at (213) 486-0370.

Respectfully,

CHARLIE BECKChief of Police

Attachment


11/44

of CaliforniaBerkeley,

from theof Traffic Safety

G R A N T N U M B E R

SCI 1239

svrf 0A.4,--i -Z-,0

The Regents of the UniversitySchool of Public Health,

z \;', with Primary Funding ,,-.4-4o

1 1, . . . - - v' z

California Office"s- ... iv,

' G R A N T

1. Title of Program

SOBRIETY CHECKPOINT MINI-GRANT PROG RAM FO R 2010-2011

2. Name of Applicant Agency

LOS ANGELES, CITY OF

4. Period of Grant

Month - Day - Year

From: 11/01/10To: 09/06/11

3. University of California Berkeley, Safe Transportation Research and Education Center

DAVID RAGLAND, PRINCIPAL INVESTIGATOR, SAFE TRANSPORTATION RESEARCH ANDEDUCATION CENTER

5. Description of ProgramThe goal of the Sobriety Checkpoint Mini-Grant Program for 2010-2011 is to reduce the number

divictims killed and injured in alcohol-

impaired crashes in participating cities. The period of this grant contract ("contract"), November 01, 2010 to September 06, 2011,encompasses two national mobilization periods: the Winter Holiday Mobilization period, December 17, 2010- January 02, 2011 and theLabor Day Mobilization period, August 19, 2011 - September 05, 2011. The Los Angeles Police Department will conduct sobrietycheckpoints in Los Angeles in accordance with this contract. The contract includes the attached Schedule A - Descriptions, Schedule B -

Detailed Budget Estimate, Schedule B-1 - Budget Narrative, and Schedule C - Terms and Conditions.

6. Federal Funds Allocated Under This Grant Shall Not Exceed: $504,000.00

7. Approval Signatures ff3v sionina this vane. Agencyagrees to the terms and conditions which follow and are attached)

A . The Regents of the University of California AuthorizedSignature

Name: Jyl Baldwin Phone: 510-642-8110

Title: Associate Director, SPO Fax: 510-642-8236

Address: UC Berkeley Sponsored Projects Office2150 Shattuck Avenue, Suite 313Berkeley, CA 94720

Email: [email protected]

B. Authorizing Official For Applicant Agency

Name: Charlie Beck Phone: (213) 486-0150

Title: Chief of Police Fax: (213) 486-0168

Address: 100 West First StreetLos Angeles, CA 90012

c 2-18-4 lapd.lacity.org

VD.-015tl-Z)(Signature) (Date) . (Signature) (Date)

C. Agency Office Authorized to Receive Payments

Agency: Los Angeles, City of Phone: (213) 486-0381

Office: Contracts and Grants Section

Address: 100 West First Street, Room 842Los Angeles, CA 90012

Tax ID #: 95-6000735

Contact Person: Annette Arredondo

Email: [email protected]

D. Optional: Individuals Authorized to Sign Claims (inaddition to the Authorizing Official for Applicant Agency)

Name: Laura Luna Title: Police Administrator

L...-- Ur- u--.....

(Signature) (Date)

Name: Thom McDonald Title: Captain

tk.5" L C)'40I Signature) (Date)

Page 1


12/44

Los Angeles, City of Grant No. SCI 1239

Schedule A - DescriptionSobriety Checkpoint Mini-Grant Program for 2010-2011

G O A L S

1. To reduce the number of victims killed in alcohol-impaired crashes.

2. To reduce the number of victims injured in alcohol-impaired crashes.

3. To reduce nighttime (2100 hours to 0259 hours) single vehicle fatal crashes.

4. To reduce nighttime (2100 hours to 0259 hours) single vehicle injury crashes.

5. To reduce hit and run fatal crashes.

6. To reduce hit and run injury crashes.

AGENCY OBJECTIVES

1. To conduct a total of 42 sobriety checkpoints by September 5, 2011 (minimum one checkpoint per

mobilization).

NOTE: For combination DUI/ Driver's License (DL) checkpoints, applicant agencies must issue press

releases that indicate DLs will be checked at the DUI/DL checkpoint. According to the Attorney General'sOffice, all DUI/DL checkpoint operations must post signs reading "DUI/Driver's License Checkpoint Ahead."

To maximize effectiveness, it may be necessary to conduct a checkpoint operation at more than one location

on any evening. Each checkpoint should be highly publicized and visible. No occupant restraint citations will

be issued at the checkpoints. The Office of Traffic Safety (OTS) does not fund or support independent

DL checkpoints or DUI/Driver License checkpoints operating before 1800 hours.

Notify the Safe Transportation Research and Education Center (SafeTREC) in advance if the agency: a)

cannot conduct a minimum of one checkpoint during each of the two mobilization periods, b) wishes to

conduct additional checkpoints than those listed in Schedule B.

2. To complete SafeTREC's pre-operational training and test for the project coordinator or designee (e.g.sergeant). It is recommended that a representative(s) from the applicant agency's finance department read

the training material.

3. To collect and report data on-line for checkpoints conducted during the Winter and Labor Day mobilization

periods and submit the data by the deadlines established by the SafeTREC.

4. To collect and report data on-line for checkpoints conducted outside the mobilization periods and to submit

the data by the end of the applicable quarter(s).

5. Prepare claims in accordance with Schedule B-1- Budget Narrative. NOTE: All sobriety checkpoints

identified for funding reimbursement in this contract are over and above other checkpoints that may be

included in another OTS grant for sobriety checkpoint funding.

page 2


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Schedule A - Description (continued)Sobriety Checkpoint Mini-Grant Program for 2010-2011

MEDIA OBJECTIVES

1. After the statewide kick-off press event, issue a press release announcing the kick-off of this grant, using the

OTS kick-off press release template provided by SafeTREC.

2. During the mobilization periods (December 17 - January 2 and August 19- September 5), if an AVOID media

campaign is active in the county, notify the AVOID Coordinator of checkpoint locations, dates and times as

early as possible in advance of all planned checkpoints. The AVOID Coordinator will issue press releases

including checkpoints conducted during the mobilization periods to all major media outlets in the region.

3. For each checkpoint operation, issue a press release to local community papers using the OTS template

provided by SafeTREC. If multiple checkpoints are to be conducted within a seven-day period, develop and

distribute a single press release covering all operations within the seven-day period. When using the OTS

press release template provided by SafeTREC, forward press releases, media advisories, alerts, and other

press materials to SafeTREC concurrently with distribution to the media. If any other Dress release format or

copy is used, submittal of the press release to the OTS Public Information Officer at pioeots.ca.gov isrequired_for his review at least 14 days in advance of the operation. The approved press releases must also

be sent to the SafeTREC.

4. Use NHTSA's DUI tagline, "Drunk Driving. Over the Limit. Under Arrest" and use OTS's tagline, "Report Drunk

Drivers. Call 911" on all news releases and checkpoint publication materials.

5. Submit to the SafeTREC copies of all newspaper articles and short descriptions of broadcast news stories

which relate to checkpoint operations or results.

METHOD OF PROCEDURE

Phase I: Program Preparation (November 01, 2010 December 16, 2010)

1. Review the contract to ensure compliance with contract provisions.2. Submit a signed contract to the SafeTREC.

3. Notify the SafeTREC of any changes in contact information. The contract and the purchase order (and Fact

Blasts) are emailed to the contact person listed in the agency application.

4. Complete SafeTREC's pre-operational training. The program coordinator or designee must complete the test.

5. Plan checkpoint staffing, i.e., supervisors, officers, clerical staff, or community service officers as needed to staff

each sobriety checkpoint on an overtime basis.

6. Send a written request to the SafeTREC to seek approval of any changes to mini-grant funded work or

deliverables.

page 3


14/44


Schedule A - Description (continued)Sobriety Checkpoint Mini-Grant Program for 2010-2011

Phase II: Mobilization (12/17/10-01/02/11 and 08/19/11 09/05/11)7. After the statewide kick-off press event in December, issue a press release announcing the kick-off of this

grant, using OTS kick-off press release template provided by SafeTREC.

8. If an AVOID media campaign is active in your county, notify your AVOID Coordinator of checkpoint locations,dates and times as early as possible in advance of all planned checkpoints. The AVOID Coordinator will issuepress releases including checkpoints conducted during the mobilization periods to all ma or media outlets inthe region.

9. For each checkpoint operation, issue a press release to local community papers using the OTS templateprovided by SafeTREC. If multiple checkpoints are to be conducted within a seven-day period, develop anddistribute a single press release covering all operations within the seven-day period. When using the OTSpress release template provided by SafeTREC, forward press releases, media advisories, alerts, and otherpress materials to SafeTREC concurrently with distribution to the media. If any other press release format orcopy is used, submittal of the press release to the OTS Public Information Officer at pio5ots.ca.gov is requiredfor his review at least 14 days in advance of the operation. The approved press releases must also be sent tothe SafeTREC.

10. Use NHTSA's DUI tagline, "Drunk Driving. Over the Limit. Under Arrest" and use OTS's tagline, "Report DrunkDrivers. Call 911" on all news releases and checkpoint publication materials.

11.Submit to the SafeTREC copies of all newspaper articles and short descriptions of broadcast news storieswhich relate to checkpoint operations or results.

12. Conduct roll call training. Roll call training costs are not reimbursable; they must be borne by the agency.13. Deploy designated staff to the checkpoint locations.14. Begin the checkpoint no earlier than 1800 hours.15. Conduct the last checkpoint no later than September 05, 2011.

Phase III: Post Operational Data Collection (at the end of each mobilization period and each applicable calendarquarter)

16. Submit post-operational data on-line for checkpoints conducted during the Winter Holiday and Labor Daymobilizations. Submit data by the SafeTREC deadlines.

17. Submit post-operational data on-line for checkpoints conducted outside the mobilization periods. Submit thedata by the end of the applicable quarter. If multiple checkpoints are conducted during the quarter, summarize(total) the checkpoint statistics.

Phase IV: Claim Submission (at the end of the applicable calendar quarter)

18. Compile actual overtime costs incurred for operating the grant-funded checkpoints.19. Download the claim form from the SafeTREC web site at:

http://www.safetrec.berkeley.edu/checkpointminigrants/2010_2011checkpoint.html.20. Complete the claim form for the applicable quarter in accordance with Schedule B Detailed Budget Estimate

and Schedule B-1 Budget Narrative.21. Mail the claim forms for the quarter, the personnel overtime slips and the ledger report to the SafeTREC

following the end of the applicable calendar quarter.

page 4


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Los Angeles, City of Grant No. SC11239

Schedule B - Detailed Budget EstimateSobriety Checkpoint Mini-Grant Program for 2010-2011

The Los Angeles, City ofwill conduct a total of 42 sobriety checkpoints in Los Angeles as described in Table

B below.

Table B

Number of

Checkpoints

Maximum Allowed

Cost Per Checkpoint

Total Cost

Winter Holiday Mobilization,

December 17, 2010 January

02, 2011 (minimum one

checkpoint)

8 $12,000.00 $96,000.00

Labor Holiday Mobilization,August 19, 2011 September

05, 2011 (minimum one

checkpoint)

8 $12,000.00

$96,000.00

Number of checkpoints outside

the mobilization periods26 $12,000.00 $312,000.00

Total Number ofCheckpoints

42 Maximum ReimbursableAmount (Grant Total)

$504,000.00

page 5


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Schedule B-1 - Budget NarrativeSobriety Checkpoint Mini-Grant Program for 2010-2011

Los Angeles, City ofwill be reimbursed for overtime personnel costs to conduct the checkpoints.

Overtime reimbursement will reflect actual costs (overtime hourly rate and overtime benefit rates) of the

personnel conducting the appropriate operation(s) up to the amount of the approved cost per check point and

the grant total stated in Schedule B- Detailed Budget Estimate. Other direct costs are not reimbursable.

Indirect costs are not reimbursable.

Only employee fringe benefits earned as a percentage of hourly pay are allowed. Benefit costs for

overtime hourly rates are always lower than benefit costs for regular hourly rates.

Budgeted grant activities will be conducted by personnel on an overtime basis. The mini-grant covers only the

costs of police department personnel. Mini-grants do not cover contractual services (with the exception of

contract cities). Grant-funded operations may be conducted by personnel such as an officer, sergeant, corporal,

deputy, community service officer, dispatcher, clerical/administrative, etc. depending on the titles used by the

agency. Personnel will be deployed as needed to accomplish the grant goals and objectives.Administrative/clerical personnel are allowable only if they worked on the checkpoint operation, e.g., to process

the larger than normal volume of citations and arrest/incident reports. These reports must be a result of the

operation and required to be processed quickly for distribution to the courts and the District Attorney's Office, or

to meet statutory time limits. Clerical overtime incurred before the checkpoint or more than one business day

after the last day of the checkpoint is not allowable. Costs for preparing claims are not reimbursable.

Reimbursements are contingent upon the following (note: exceptions must be approved by the SafeTREC):

The applicable post-operational data have been submitted using the SafeTREC's on-line reporting

system.A press release for each checkpoint has been submitted (if multiple checkpoints are conducted within a

seven-day period, a press release for the seven-day period has been submitted).The claim form is correctly filled out, using the SafeTREC Excel-based form.

iv. The claim amounts do not exceed the limits set forth in Schedule B Detailed Budget Estimate.

v. The information in the overtime slips and the ledger report are consistent and fully support the claim.

vi. A ledger report(s) supporting the claim amount is attached to the claim. Only source documents are

accepted to support the claim amount. Explanatory documentation such as spreadsheets may be

submitted to provide additional information but cannot be accepted in lieu of a ledger report(s).

vii. Contract cities only. A contract city must also provide the sheriffs department's invoice to the contract

city for the checkpoint overtime costs described in the contract city's claim. The invoice (or an

attachment to the invoice) must contain the contract rates that are the basis for the sheriffs

department's invoiced amount. The contract city must provide a ledger report showing payment of the

invoice amount. If a sheriffs department or police department is administering the mini-grant for a

contract city, then that administering agency must provide the ledger report only.

viii. The claim is signed by the Authorizing Official (Box B of the grant cover page) or Individuals Authorized

to Sign Claims (Box D) as designated in the grant cover page.

ix. Changes in the Authorizing Official of the Applicant Agency or the designation of any other additional

individual(s) to sign claims are documented in accordance with SafeTREC documentation

requirements.

x. The final claim is submitted no later than October 17, 2011.

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Schedule C - Terms and Conditions

Sobriety Checkpoint Mini-Grant Program for 2010-2011

A. INDEMNIFICATION

Applicant Agency agrees to indemnify, defend, and save harmless the State of California, its officers, agents,

and employees, the Regents of the University of California, its officers, agents, and employees from any and all

claims and losses accruing or resulting to any and all contractors, subcontractors, suppliers, laborers, and any

other person, firm, or corporation furnishing or supplying work services, materials, or supplies in connection with

the performance of this contract, and from any and all claims and losses accruing or resulting to any person,

firm, or corporation who may be injured or damaged by Applicant Agency in the performance of this contract.

B. GOVERNING LAW

This contract shall be governed by and construed in accordance with the laws of the State of California.

C. NON-ASSIGNABILITY

The obligations of the applicant agency under this contract are not assignable to any third party.

D. USE OF UNIVERSITY NAME/TRADEMARKS

Applicant Agency shall not use the name of the University of California, or any abbreviation thereof, or any

name of which "University of California" is a part, or any trademarks of the University, in any commercial

context, such as may appear on products, in media (including web sites) and print advertisements in cases

when such use may imply an endorsement or sponsorship of the Applicant Agency, its products, or services. All

uses of the University's name and trademarks, therefore, must first receive prior written consent of The Regents

of the University of California through the Office of Marketing & Business Outreach. This policy is in compliance

with the State of California Education Code Section 92000.

E. TERMINATION

Each party has the right to suspend, terminate or abandon the execution of any work by the Applicant Agency

without cause at any time upon giving prior written notice. In the event that this contract is suspended,

terminated, or abandoned, the Regents of the University of California shall pay the Applicant Agency for

services provided hereunder prior to the effective date of said suspension, termination, or abandonment. Said

payment shall be computed in accordance with Schedules B and B-1, provided that the maximum amount

payable to the Applicant Agency for its services shall not exceed the Grant Total on Schedule B for services

provided hereunder prior to the effective date of suspension, termination, or abandonment.

F. STATE OF CALIFORNIA TERMS, CONDITIONS, AND CERTIFICATIONS

Applicant Agency agrees to abide by the General Terms, Conditions, and Certifications contained in OTS Grant

Program Manual, Chapter 6, Exhibit 6-A www.ots.ca.gov .

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California HighwayPatrol (CHP)Excerpts from Training and Instructional Materials

Full chapters available by request or through agency


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car impoundment & checkpoint toolkit: section 8

Documents